A word for you Dear member of AIESEC in Algeria, It is with great pleasure that we are officially launching the YouLead Summit’17 Organization Committee Application form. If you are reading this booklet, you are probably thinking about grabbing this unique opportunity that will allow you to challenge yourself and to move a step further in your AIESEC journey and you might just be THE ONE! Our entity needs brave individuals who are capable to take the lead, to live by our organization’s values and to act upon the Leadership experience we are promoting for. You can be that person and enable that experience not just for yourself but for you and the 200+ people who will part of this conference. NYLS is the first national conference of the 1718 term, it goes without saying it is an extremely crucial turn in our entity’s operational result and it needs to be organized in the best way by the best individuals. We are looking forward to read your application and wish you the best of luck,
So, #UPtoIT ? MC Orenda.
About the YLS
Conference overview: YouLead Summit is the first and most important national conference of the term. It is the place that gathers all AIESECers from all the LCs in order to concretely assess mid term objectives and make sure we are standing as one entity towards our #1718Targets.
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4 days conference December 2017. Around 250 Delegates. Holds December NLM. Holds MCP election. Main focus: Education for EBs, TLs and members and aims to facilitate the leadership development within the members of AiA.
Structure
Conference Manager
OCP
External Relations
Delegates servicing
Finance & Logistics
Marketing
Job Description
OCP
Selecting, managing, tracking the OC team. Set the conference action plan, task distribution to the OCVPs. Plan execution, tracking and reporting to the Conference Manager. Insure the communication and the coordination within the OC. Final responsible of the post conference reporting. (Finance and overall report). Final responsible of the Organizing Committee. Deliver a unique conference. Physical presence is required.
Applicants Profile • • • •
Non EB member. Communications Skills. Management Skills. OC experience preferred.
OC
Conference overall KPIs
# Number of OCMs with reports. # of delegates (+ 200) Sustainable Conference. Delegate fee. # Partners and sponsors Conference detailed reports (Financial, Organization, Pictures). Conference venue and logistics. LCs checking –in in time.
Execute the weekly area tasks given by the OCP. Presence in all OCMs. The OC has to be present physically or virtually before the conference and physically during it. The OC should be flexible in terms of JDs and short time tasks before and during the conference. Every OCVP is responsible of preparing a report about the overall performance and execution of their respective areas. Organize the conference special events (Gala night, MCP election, parties...)
Job Description Finance & Logistics
External Relations • • •
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Prepare sponsorship package and plan strategy. Venue research and management. Conference sales responsible to insure its sustainability (fee, communication materials, chair transportation, OC and Faci transportation and accommodation…) Manage the stakeholders: sponsors, partners, venue’s responsible… Coordinate with external guests.
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Delegates servicing • •
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Communication strategy with the delegates. Responsible of the coordination of the delegates transportation, delegates registration, reception and room allocations. Provide assistance to the delegates at all times. Ensure delegates safety, health and satisfaction and oversees their behavior during the conference. Ensure a great experience to all the delegates.
Plan and track the conference budget with the OCP and Conference Manger. Track expenses, cash flow and materials. Coordination with the OCVPs ER and DS Prepare and coordinate logistic equipment for each session. Ensure that the audio-visual equipment is working properly. Prepare the final financial report
Marketing & Communication • • • •
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Plan a marketing strategy. Create a visual identity for the conference. Work on all communication materials (online and offline). In charge of the conference coverage (Pictures, videos and internal communication before and during the conference) Manage with the OCVP DS the communication with the delegates.
Questionnaires Questionnaire General Questionnaire 1. State the AIESEC Conferences you attended and your role in each one. Mention one thing that made each of these conferences special and unique. 2. What are you relevant AIESEC experiences and accomplishments to this position? 3. What is your motivation to apply for the OC at YouLead Summit? 4. What will be your unique contribution to the team?
OCP Questionnaire 1. How do you envision your role within your OC team and your collaboration with the Conference manager? 2. What are the main challenges that you expect to face during this experience? How are you planning to handle them? 3. How as OCP you will make this conference different from any other? 4. Draft a timeline of your action plan over the next two months. 5. Crisis simulation: All your team resigned a week before the start of the conference, how will you manage the situation?
External Relations
1. What strategies would you propose to get sponsorship and partners to raise money and materials to make the conference sustainable? 2. Describe your External Relation Plan, briefly. 3. What are the biggest selling point of YouLead Summit according to you? 4. Mention 5 potential partners. Delegates Servicing 1. 2. 3. 4.
What is your understanding of your position? How would you ensure a memorable experience for all the delegates? How will you ensure the maintain of the rules within the conference? What do you believe are the main factors shaping the delegates experience?
Finance and Logistics 1. Give a conference budget overview under these scenarios: realistic, pessimistic, optimistic. 2. Given a pessimistic scenario where you can't get financial sponsorship, what financial strategy would you use in order to avoid deficit in the conference? 3. In bullet points how will you make sure of the good flow of the conference and its sessions in term of logistics?
Marketing and Communication 1. Develop a promotion campaign for the national conference. 2. Come up with a rough idea for the conference online theme and slogan
Application process
Application close On October 1st Applications open On September 20th
OC announcement Interviews October week 1
Your application package should contain: • Fully answered General and Specific Questionnaires • Your resume • A good quality picture. All in a PDF format zipped into one file to be sent to : mc.algeria@aiesec.net The e-mail subject and the zipped file are to be named: “YLS_[position]_FullName” Applications are opened to OCP, OCVP and OC members positions.